Building scheduler role

[lajackson]

Since the Stake Clerks are responsible for building scheduling the Stake Exec Sec should not be involved at all. JMO

I've got no problem if a stake want to run their operation this way, but the thread did start with the idea of updating the documentation. As such, I wouldn't be comfortable assigning roles beyond what's in the Handbook or defined by the software.

I think what I stated is in line with the Handbook and the software. If not please let me know where I may have gone wrong.

I am not aware of any place in the Handbook that makes the stake clerks responsible for building scheduling and that the executive secretary should not be involved at all. I think russellhltn is merely suggesting that, since there is no such restriction in the Handbook, there should not be a restriction in the help information. There is nothing saying the clerks can't do it, but there is nothing requiring it, either.

As a matter of interest, I have never lived anywhere that the clerks had anything to do with the calendar. Everywhere I have lived, the executive secretary was the responsible person.

I think either way might work just fine. The Handbook simply says that the bishop usually assigns "another person". It does not specify who should be assigned.

[aebrown]

Since the Stake Clerks are responsible for building scheduling the Stake Exec Sec should not be involved at all. JMO

I've got no problem if a stake want to run their operation this way, but the thread did start with the idea of updating the documentation. As such, I wouldn't be comfortable assigning roles beyond what's in the Handbook or defined by the software.

I think what I stated is in line with the Handbook and the software. If not please let me know where I may have gone wrong.

lajackson beat me to this, but I'll make my post anyway, since it amplifies the point.

I can't find anything in the Handbook that says that stake clerks are responsible for building scheduling, except HB1, 13.3.2, which says that the stake president may ask clerks to maintain the stake website. There is certainly nothing that says the stake executive secretary "should not be involved at all." If the stake president chooses to ask the stake executive secretary to maintain the calendar, that makes just as much sense as asking a clerk to do so. Both seem to me to be equally within the stake president's prerogatives.

But if you can point us to a Handbook statement that makes it clear that only clerks should deal with building scheduling, or that executive secretaries should not, then I'd love to be educated.

[ShariCarnahan]

Our stake has 4 buildings. One building is shared with a neighboring stake and we have one ward in a different neighboring stake's building.

We use building schedulers to maintain a publicly visible building calendar for each building (this is a stake calendar). This calendar is where wedding receptions, funerals, and special events are entered.

Once the restrictions are entered on the building calendar the building scheduler's responsibility becomes one of assisting the special requests get scheduled and negotiating conflicts.

Each ward maintains their own calendars. We offer training at the beginning of each year and we try to keep people abreast of changes that occur.

This is working well in our stake.

One issue that I would like to note, restricting roles to Executive Secretaries or Clerks makes it so that women cannot do this task.

Updating the terminology "Restrictions" vs."Reservations" would be my first priority. The best use suggestions should include many ways of using the calendaring system and letting each stake decide what would work for them.

[Gary_Miller]

But if you can point us to a Handbook statement that makes it clear that only clerks should deal with building scheduling, or that executive secretaries should not, then I'd love to be educated.

Mostly I thought that the calendar helps put the responsibility on the clerks. However, a quick review proved other wise the helps just use the term "administrator" which I had previously over looked. I guess because in my stake everything to do with computers or computer programs are taken care of by the Stake Technology Specialist's who are all Assistant Stake Clerks by calling. I just assumed that is the way it was suppose to be, but I can see where it could be assigned to others.

[kisaac]

that is the way it was suppose to be

I think it is easy to confuse what the software makes possible, and what is "suppose to be."

The LDS.org calendar makes possible a far more efficient way to calendar events and notify membership of them, but the ultimate goal gives perspective. The way it is "suppose to be" is stated in Handbook 2, beginning with chapter one, and it speaks more of purposes, less of specifics in my mind. If one stake has a building scheduler for each building, appointed by the agent Bishop, and another stake has none, does that take away from the purposes of activities of either stake?

Activities at the ward, stake, and multistake levels bring Church members together as “fellowcitizens with the saints” (Ephesians 2:19). In addition to providing fun and entertainment, activities should build testimonies, strengthen families, and foster unity and personal growth. Handbook 2: 13.1

[NPAlemany]

"The stake should create a building calendar for each of the shared buildings in the stake and make the building schedulers editors on these building calendars. Then building schedulers can schedule building events such as weddings, funerals, etc and everyone can see these events."

Does the above statement mean that it is possible to create a calendar just for a particular building? Has the system become advanced enough for that? For several years I have wanted such a calendar. One for each building that could be viewed only by the wards that meet in that building. Currently, we have a "private events" calendar but it is part of the list of stake calendars so,weddings, funerals and other private events are seen across the stake and not just on the the calendars in a particular building.

[ShariCarnahan]

Each of our building calendars use a Stake Level calendar. We hope members of each ward subscribe to these calendars.

This is the calendar that I put the restrictions on for all the wards.

Wards outside the building, but still in the stake (and neighboring stake that uses the building) can view the calendar, they can request events in the building if they need it.

This is how our stake has chosen to implement the use of the calendars and it works well for us. Visibility on the calendars is important to us and once it was up and running I as the building scheduler get just a few requests a month.

[aebrown]

"The stake should create a building calendar for each of the shared buildings in the stake and make the building schedulers editors on these building calendars. Then building schedulers can schedule building events such as weddings, funerals, etc and everyone can see these events."

Does the above statement mean that it is possible to create a calendar just for a particular building? Has the system become advanced enough for that? For several years I have wanted such a calendar. One for each building that could be viewed only by the wards that meet in that building. Currently, we have a "private events" calendar but it is part of the list of stake calendars so,weddings, funerals and other private events are seen across the stake and not just on the the calendars in a particular building.

No, you can't create a calendar for a particular building. All you can create are stake or ward calendars.

For "private events" you can do what you are doing, or two other options come to mind:

• Make those stake calendars private, and make sure that the right people have View and Edit permissions for those calendars. That will hide the events from everyone, unless they go into Week View, and check the appropriate Locations box.
• In my opinion, the far better option is to let someone at the ward level schedule these events. Very often a funeral should be on a public ward calendar anyway. Truly private events can be put on a private ward calendar. That way the person requesting the private event is working with someone in their ward, whom they're more likely to know and be comfortable working with. I see no reason to have someone outside the ward scheduling any non-stake events.

[aebrown]

Each of our building calendars use a Stake Level calendar. We hope members of each ward subscribe to these calendars.

This is the calendar that I put the restrictions on for all the wards.

I don't understand what you mean by putting restrictions on a calendar. There's no connection between restrictions and any calendar -- restrictions are only connected to a building, and to the unit the restriction is made for.

Perhaps you meant something other than Restrictions when you said "This is the calendar that I put the restrictions on for all the wards."

[russellhltn]

Does the above statement mean that it is possible to create a calendar just for a particular building? Has the system become advanced enough for that?

No, and no. The statement you quoted is somewhere between misleading and wrong.

The best way to view the activities in a building is to switch to week mode and activate the location on the left hand side. This is available to anyone in the stake for any building.